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HomeMy WebLinkAboutMinutes - 2014.02.27 - 36792 February 27, 2014 Chairperson Middleton called the meeting of the Fina nce Committee to order at 9:00 a.m. in Committee Room A of the Commissioners' Auditorium Wing, County Service Center in Pontiac, Michigan. COMMITTEE MEMBERS PRESENT Tom Middleton, Shelley Taub, David Woodward, John Scott, Kathy Crawford, Jeff Matis, Helaine Zack COMMITTEE MEMBERS ABSENT WITH NOTICE Christine Long and Nancy Quarles OTHERS PRESENT CIRCUIT COURT Kevin Oeffner, Court Administrator John Cooperrider, Business Manager COMPLIANCE OFFICE Pam Weipert, Compliance Officer Scott Guzzy, Purchasing Admin. ECONOMIC DEVELOPMENT Dan Hunter, Director, Community Affairs EQUALIZATION Dave Hieber, Manager FACILITIES MANAGEMENT Art Holdsworth, Director Bob Larkin, Manager Paul Zachos, Property Specialist HUMAN RESOURCES Dawn Hunt, Wellness Coordinator Clare Flaisch, Analyst INFORMATION TECHNOLOGY Ed Poisson, Director Jamie Hess, Manager MANAGEMENT & BUDGET Laurie Van Pelt, Director, Management & Budget FISCAL SERVICES Tim Soave, Manager Lynn Sonkiss, Chief Holly Conforti, Chief Gaia Piir, Supervisor II Kim Elgrably, Financial Analyst Monica Tinsley, Financial Analyst Nancy Falardeau, Financial Analyst Ebru Adoglu-Jones, Financial Analyst Antonio Pisacre ta, Financial Analyst PARKS AND RECREATION COMMISSION Dan Stencil, Executive Officer TREASURER’S OFFICE Jody DeFoe, Chief Deputy Treasurer Ross Gavin, Deputy Treasurer VETERANS’ SERVICES Garth Wooten, Manager BOARD OF COMMISSIONERS Jim VerPloeg, Administrative Director Chris Ward, Senior Analyst OAKLAND COUNTY BOARD OF COMMISSIONERS 1200 N. TELEGRAPH ROAD, PONTIAC, MI 48341-0475 Telephone (248) 858 -0100 FAX (248) 858-1572 FINANCE COMMITTEE Christine Long John Scott Kathy Crawford Jeff Matis Helaine Zack Nancy Quarles TOM MIDDLETON Chairperson SHELLEY TAUB Vice Chairperson DAVE WOODWARD Minority Vice Chairperson FINANCE COMMITTEE Page 2 February 27, 2014 OTHERS PRESENT, cont’d. BOARD OF COMMISSIONERS Julia Ruffin, Commissioner Liaison Pamela Worthington, Committee Coordinator PLEDGE OF ALLEGIANCE Chairperson Middleton led the Committee in the Pledge of Allegiance. APPROVAL OF THE PREVIOUS MINUTES Scott moved approval of the previous minutes o f February 6, 2014, as printed. Supported by Taub. Motion carried on a voice vote. PRESENTATION OF THE AGENDA No changes to the agenda. PUBLIC COMMENT None. FY 2014/ FY 2015/FY 2016 CONTINGENCY REPORT The Use of General Fund Equity During FY 2014 will be reduced by $6,193 with the adoption of Items #11 and #12 on today’s agenda. Taub moved to receive and file the FY 201 4 – FY 2016 Contingency Report dated February 20, 2014. Supported by Matis. Motion carried on a voice vote. UPDATE ON ROYAL OAK TOWNSHIP DEBT TO COUNTY Ms. Sonkiss indicated that since the last Finance Committee meeting, Royal Oak Township has made approximately $90 ,000 in payments for Sheriff’s Services, and their current b alance owed is $272,087.99. They have indicated that they just mailed an additional amount of approximately $170,000 to the County . Ms. Sonkiss explained that the County bills Royal Oak Township approximately $13,000 per year for Equalization Services. Ms. Sonkiss indicated that Royal Oak Township has made some recent payments in January and February of this year, and their current balance is $1,048.77. COMMUNICATIONS A. County Executive Compliance Office/Purchasing – Contract Exception Report for the February 27, 2014 Finance Committee Meeting Fluid Fuels #13074 - #6 Low-Sulphur Fuel Oil Commissioner Taub asked why Facilities Management is storing approximately 75,000 gallons of low- sulphur fuel oil. Mr. Holdsworth explained that the steam plants run on either natural gas or oil, and depending on the cost of natural gas, they can switch over to oil as a cost -savings to the County. Mr. FINANCE COMMITTEE Page 3 February 27, 2014 Holdsworth indicated that since the oil is hard to come by, when they do have an opportunity to buy it, they fill up the tanks to have it on hand. Plante Moran – Contractual Services for Gap Analysis Commissioner Taub asked for an explanation about the contract with Plante Moran with respect to Genesee County. Mr. Daddow explained that over the past several years there has been increasing competition in law enforcement for information technology systems. He stated tha t the Michigan State Police has chosen a system called ARMS out of Saginaw and is planning to c onvert it into a S tate system. Mr. Daddow explained that ARMS does not have all the capabilities that CLEMIS has ; fundability is much greater in CLEMIS; and the dollar amount charged communitie s is less than what the State is charging. Mr. Daddow indicated that Genesee County is exploring the possibility of either ARMS or CLEMIS; therefore, the y are recommending a gap analysis in the industry, which will determine software functionality in the two systems as well as the costs. Mr. Daddow explained that this gap analysis could also be used as a marketing tool when approaching other counties that are considering ARMS. Tecan Evo 100 Robotic Liquid Handling System Commissioner Zack asked for some clarification in regard to the Tecan Evo 100 Robotic Liquid Handling System with a cost of $102,100.00. Mr. Gardner explained that Tecan is a robot that picks up DNA samples and processes them, and the reason they selected the Tecan is because it has interchangeable tips and picks up 4 samples at a time, which avoi ds contamination. Tecan also provides integrated software that can communicate with the Life Technologies capillary electrophoresis instruments, which were previously purchased. Chairperson Middleton asked when the DNA Lab will be up and running. Mr. Ga rdner indicated that staffing is in place; they are finalizing procedures ; and he said that they have about 99% of the instruments in place. The goal is for it to be completed in June. B. Multi-Departmental – Prosecuting Attorney, Circuit Court – Family Division – Program Year (PY) 2014 Juvenile Accountability Block Grant (JABG) Application C. Department of Public Services/Animal Control and Pet Adoption Center – 2014 ASPCA Rachel Ray $100K Challenge Grant Application D. Sheriff’s Office – 2014 Competitive Grant Assistance Program (CGAP) – Orion Township Dispatch Services – Grant Application E. Economic Development and Community Affairs Department – Planning & Economic Development – 2013 Economic Development Assistance Programs F. Human Resources – 2013 OakFit Wellness Review G. Oakland County – 2013 VEBA Valuation Report Ms. VanPelt indicated that the VEBA is now 117% funded. The target goal was 108%, but because the assets did so well they ended up with a little bit more than anticipated from their earlier projections. Ms. VanPelt explained that another reason is the projected cost did not come in as high as the actuary had projected in the report. H. Oakland County – 2013 OPEB Audit Letter and Report I. State Tax Commission: Revocation of Personal Property component(s) of Industrial Facilities Exemption Certificate number 2009 -125 issued to Radian Precision, located in the City of Madison Heights, Oakland County J. Notice of Hearing: City of Auburn Hills – February 17, 2014 at 7:00 p.m. – RE: requests to amend IFEC #2012 -570 for Real Property and to amend IFEC #2012 -571 for Personal Property for the facility located at 255 Rex Blvd., Auburn Hills, MI 48326 Matis moved to receive and file the Communications. Supported by Zack. FINANCE COMMITTEE Page 4 February 27, 2014 Motion carried on a voice vote. REGULAR AGENDA 1. TREASURER’S OFFICE – BOARD OF COMMISSIONERS APPROVAL TO WAIVE INTEREST AND FEES FOR CERTAIN QUALIFYING TAXPAYERS THROUGH APRIL 30, 2014 Pursuant to Section 211.44(3) of Michigan Compiled Laws a local unit may waive penalty and interest for eligible taxpayers. Eligible taxpayers are defined as a senior citizen, paraplegic, quadriplegic, hemiplegic, eligible serviceperson, eligible veteran, eligible widow or widower, totally and permanently disabled person or blind person. The Treasurer’s Office is s eeking authorization to waive all County interest and fees (for the 2013 property tax collections) through April 30, 2014, for eligible taxpayers who have qualified for a local exemption pursuant to Section 211.44(3) of Michigan Compiled Laws, at their cit y or township. Woodward moved approval of the attached suggested resolution. Supported by Crawford. Motion carried unanimously on a roll call vote with Long and Quarles absent. 2. DEPARTMENT OF MANAGEMENT AND BUDGET/EQUALIZATION DIVISION – CONCURRENCE OF OAKLAND COUNTY BOARD OF COMMISSIONERS WITH COUNTY EQUALIZATION MANAGER TO ELECT TO AUDIT PRINCIPAL RESIDENCE EXEMPTIONS (A/K/A HOMESTEAD EXEMPTIONS) UNDER THE PROVISIONS OF MCL 211.7cc (10) The Michigan Legislature created a principal residence exemptio n audit program in Pubic Act 105 of 2003, MCL 211.7cc(10) to generate revenue for Michigan school districts. Under prior law, county officials and assessors could not deny any principal residen ce exemptions. Under MCL 211.7cc(10) county equalization directors and county treasurers now have the authority to deny exemptions for the current year and three prior years, if the county chooses to accept this authority. The Oakland County Board of Commissioner s previously adopted MRs #03253, #07237 and #09063, w hich authorized the Oakland County Equali zation Manager to elect to audit principal residence exemptions under MC L 211.7cc(10). The Department of Management and Budget/Equalization Division is now seeking authorization to renew its authorization to the Oakland County Equalization Manager to elect to audit principal residence exemptions un der the provisions of MCL 211.7cc(10) and authorizes the Oakland County Equalization Manager to execute the attached document titled “County Election to Audit Principal Re sidence Exemptions.” All expenditures incurred and revenues received as a result of the principal residence exemptions audits will continue to be recorded in the Delinquent Tax Revolving Fund, as initially approved per MR #03253. Taub moved approval of the attached suggested resolution. Supported by Zack. Motion carried unanimously on a roll call vote with Long and Quarles absent. 3. CIRCUIT COURT – DELETE AND CREATE POSITIONS/REORGANIZATION The Circuit Court has proposed a plan to reduce costs and increase efficiencies by de leting one General Fund/General Purpose position, upwardly reclassify ing two positions and transferring eight other positions to other divisions within the Circuit Court. The plan proposes to result in General fund salary and frin ge benefit savings of $6,275 for FY 2014 and $10,941 for FY 2015 and FY 2016. Eight positions will be transferred to other divisions within the Circuit Court, and a budget amendment is not necessary for those changes. An Urban Drug Court will be created in the Civil Criminal Division, and one Youth and Family Casework Supervisor position and one part -time, non-eligible 1,000 hours per year Technical Assistant position will be transferred to this newly-created unit. Matis moved approval of the attached suggested Fiscal Note. Supported by Crawford. FINANCE COMMITTEE Page 5 February 27, 2014 Motion carried unanimously on a roll call vote with Long and Quarles absent. 4. HEALTH AND HUMAN SERVICES – HOMELAND SECURITY DIVISION – 2013 FEMA STATE HOMELAND SECURITY GRANT INTERLOCAL AGREEMENT ACCEP TANCE The Homeland Security Division is seeking approval of an interlocal agreement between the County of Oakland and Macomb County for the purpose of passing through 2013 Homeland Security Grant Program funds. Macomb County has been appointed by the Reg ion 2 Planning Board as fiduciary and subgrantee for the 2013 Homeland Security Grant Program. The County of Oakland is entitled to reimbursement of allowable expenses for the 2013 Grant Program in an amount not to exceed $41,873 in State Homeland Security Program funds and $562,661 in Urban Area Security Initiative (UASI) funding. In addition, the County of Oakland is being awarded a total of $113,888 in grant funds for regional projects from the 2013 Grant Program Agreement. The regional funding will b e used to cover the cost of the continuation of two full-time eligible special revenue Regional SAP positions in the Homeland Security Division and one Special Revenue full-time eligible Intelligent Analyst position in the Sheriff’s Office Emergency Respon se and Preparedness Division Admin. Unit. The grant period is September 1, 2013 through May 31, 2015. Taub moved approval of the attached suggested Fiscal Note. Supported by Scott. Motion carried unanimously on a roll call vote with Long and Quarles absent. 5. DEPARTMENT OF FACILITIES MANAGEMENT – APPROVAL OF REAL ESTATE AGENCY LISTING AGREEMENT AND SALE PRICE REDUCTION TO ASSIST WITH THE SALE OF THE WEST OAKLAND OFFICE BUILDING IN WALLED LAKE, MICHIGAN The Department of Facilities Management is se eking approval of the real estate listing agreement for the West Oakland Office Building with Newmark Grubb Knight Frank and the sale price reduction from $710,000 to $695,000, per comparable property research performed by Newmark Grubb Knight Frank. The net proceeds for the sale will be receipted in the Building Improvement Fund after closing costs, relocation costs and remediation costs have been paid. No budget amendment is required. Scott moved approval of the attached suggested Fiscal Note. Suppor ted by Taub. Motion carried unanimously on a roll call vote with Long and Quarles absent. 6. DEPARTMENT OF FACILITIES MANAGEMENT – APPROVAL OF PURCHASE AGREEMENT TO SELL WEST OAKLAND OFFICE BUILDING IN WALLED LAKE, MICHIGAN The resolution approves the Pur chase Agreement for the sale of the West Oakland Office Building property to Samara Property LLC for the sum of $603,000, which includes a $23,000 offset (original sale price of $626,000, less $23,000) for future lead and cadmium remediation needed in the building. A $25,000 deposit will be paid to Seaver Title of Bloomfield Hills, Michigan, and both deposit and accrued interest shall be applied toward the purchase price at closing. The purchaser is responsible for all broker’s fees in connection with the conveyance of the property. Estimated closing costs for the County are $13,780, which includes the cost of Commitment and Policy of Title Insurance, recording of the Warranty Deed, any notary fees and property transfer tax, if any. The proceeds from the sale will first be used to reimburse departmental costs related to the sale of the building, which include $76,482 in relocation costs for staff/operations, surveys and a site assessment, $150,000 in estimated costs to relocate the IT OakNet fiber hub and $2,874 for remediation of asbestos containing materials, leaving an estimated $359,864 in remaining proceeds for the sale, which will be receipted in the Building Improvement Fund for other Capital Improvement Program projects. The Planning and Building Committee had made amendments to the resolution, and it was directly referred to the Finance Committee for immediate consideration. FINANCE COMMITTEE Page 6 February 27, 2014 Crawford moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote with Long and Quarles absent. 7. FACILITIES MANAGEMENT/FACILITIES MAINTENANCE & OPERATIONS (FM&O) – ELEVATOR REMODELING, PHASE II PROJECT The resolution authorizes transfer of funding in the amount of $550,000 from the Capital Improvement Program/Building Improvement Fund to the Project Work Fund for the Elevator Remodeling, Phase II Project. The elevators included in the project are the Courthouse East Wing passenger elevator, the East Wing service elevator, the North Office Building passenger elevator, South Oakland Health Center passenger elevator and a wheelchair lift at the Main Jail. Bob Larkin explained that these elevators are very old, and they need periodic remodeling to get them up to code, and he said that they will be gutting them down to the frame, rebuilding everything. Taub moved approval of the attached suggested resolution. Supported by Zack. Motion carried unanimously on a roll call vote with Long and Quarles absent. 8. FACILITIES MANAGEMENT/FACILITIES PLANNING & ENGINEERI NG – VETERANS’ SERVICES OFFICE RECONFIGURATION PROJECT The resolution authorizes the transfer of funding in the amount of $4 4,699 from the Capital Improvement Building Improvement Fund to the Project Work Order Fund for the Veterans’ Services Office Reconfiguration Project. The project consists of alterations to create dedicated offices for Client Transporter and Technical Assistant staff, and the expansion of the lobby to allow more maneuverability and an ADA-compliant section of the counter. Mr. Joss i ndicated that work will be performed by Facilities Management’s annual contractors. Taub moved approval of the attached suggested resolution. Supported by Matis. Motion carried unanimously on a roll call vote with Long and Quarles absent. 9. DEPARTMENT OF INFORMATION TECHNOLOGY – INTERLOCAL AGREEMENT BETWEEN OAKLAND COUNTY AND THE VILLAGE OF BEVERLY HILLS DEPARTMENT OF PUBLIC SAFETY FOR THE FIRE RECORDS MANAGEMENT SYSTEM The Department of Information Technology is seeking approval of an interlocal a greement between Oakland County and the Village of Beverly Hills Department of Public Safety to allow them access and connectivity to the Fire Records Management System (FRMS), which is intended to capture and create fire records from their inception at a 9-1-1 call and continuing the record to include the computer-aided dispatch information resulting with a standard records management system. The FRMS promotes communication and sharing of fire records among the entities that participate. Mr. Hess indicat ed that this will be the 34th department and the 4th public safety agency utilizing the FRMS. Taub moved approval of the attached suggested resolution. Supported by Scott. Motion carried unanimously on a roll call vote with Long and Quarles absent. 10. INFORMATION TECHNOLOGY – AGREEMENT WITH THE STATE OF MICHIGAN TO ESTABLISH THE COST, LICENSING AND RESTRICTIONS ON THE ACQUISITION OF 2014 ORTHOIMAGERY Oakland County acquires ortho imagery every two years for use by County staff, cities, villages and FINANCE COMMITTEE Page 7 February 27, 2014 townships (CVTs) and the general public for use in mapping and geographic information system applications. The Department of Information Technology is seeking approval of an agreement between the State of Michigan and Oakland County to establish the cost, licensing and restrictions on the purchase and use of digital ortho imagery data and Light Detection and Ranging (LIDAR) collected by the State of Michigan for Oakland County as part of the State’s collection efforts during 2014. The County’s portion of the 2014 orthoimagery collection will be in the amount of $100,651, which will be paid in full to the State of Michigan within 30 days after receipt of the ortho imagery. Oakland C ounty will share the 2014 orthoimagery data with its CVTs at no cost. Crawford moved approval of the attached suggested resolution. Supported by Taub. Motion carried unanimously on a roll call vote with Long and Quarles absent. 11. BOARD OF COMMISSIONERS TRI-PARTY PROGRAM – ADDITIONAL APPROPRIATION FOR VILLAGE OF BINGHAM FARMS – PROJECT NO. 48323 The resolution approves the additional cost from Oakland County of $1,193 for Tri-Party Project #48323, which was originally approved by MR #13072 for the Village of Bingham Farms, bringing the total County share for the project to $6,203. The project was established for the 13 Mile Road Bridge over the Rouge River project. Taub moved approval of the attached suggested resolution. Supported by Zack. Motion carried unanimously on a roll call vote with Long and Quarles absent. 12. BOARD OF COMMISSIONERS – PUBLIC AWARENESS AND EDUCATION ON THE DANGERS OF HUMAN TRAFFICKING Commissioner Taub introduced this resolution with Commissioners Jackson and Hatchett to reflect that the Oakland County Board of Commissioners recognizes the threat of h uman trafficking to the citizens of Oakland County and supports an educational forum on human trafficking. Commissioner Taub explained that they are currently working with the Human Services Collaborating Council (HSCC), which includes the courts, the schools, Youth Assistance, the Sheriff’s Office and others to have a conference at Oakland Schools in the fall. Commissioner Taub explained that the intent is to provide information to individuals of where to go and how to proceed to get help in this area. To cover the expenditures of this forum there is a request for an amount not to exceed $5,000 from the assigned fund balance for the Board of Commissioners Special P rojects. Commissioner Crawford inquired as to whether there would be a way to measure the success of this project. Commissioner Taub indicated that there would be a poll of the attendees in regard to what they feel was achieved at the forum. Taub moved approval of the attached suggested Fiscal Note. Supported by Matis. Motion carried unanimously on a roll call vote with Long and Quarles absent. OTHER BUSINESS/ADJOURNMENT There being no other business to come before the committe e, the meeting was adjourned at 9:48 a.m. FINANCE COMMITTEE Page 8 February 27, 2014 ________________________ _______________________________ Pamela L. Worthington Jim VerPloeg Committee Coordinator Administrative Director NOTE: The foregoing minutes are subject to Committee approval.